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SECTION F - UNIFORM TRAVEL SCHEDULE AMOUNTS

1.00 Definitions

1.01 Airline Receipt 1.02 Employee 1.03 Headquarters 1.04 Headquarters City 1.05 Lowest Appropriate Airfare 1.06 Non-Airline Receipt 1.07 Ridesharing Services 1.08 Traveler 1.09 Travel Status 1.10 Volunteer

2.00 Authority for Travel

2.01 Authorization 2.02 Appropriateness

3.00 Mode of Transportation

3.01 Air Travel 3.02 Travel By Train 3.03 Travel By Bus 3.04 Taxis, Ridesharing Services, and Airline Shuttles 3.05 Vehicle Transportation 3.06 Special Mode Transportation

4.00 Meal Expenses

4.01 Meal Claims 4.02 Maximum Meal Amounts 4.03 Meal Receipts 4.04 Timeframes for Meal Reimbursement 4.05 Alcoholic Beverages 4.06 Bottled Water Reimbursement for International Travel

5.00 Hotel and Motel Expenses

5.01 Lodging Claims 5.02 Maximum Lodging Rates 5.03 Exceeding the Maximum Lodging Rate 5.04 Checkout Times and Extended Stays 5.05 Lodging Receipt Requirement 5.06 Eligible Facilities 5.07 Government Discounts 5.08 Negotiated Rates

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6.00 Meeting Facilities

6.01 State-Sponsored Meetings, Training and Conferences 6.02 Exceptions

7.00 Other Allowable Travel Expenses

7.01 Laundry, Cleaning and Pressing Charges 7.02 Telephone/Fax/Internet Connectivity 7.03 Hotel Gratuities and Porterage 7.04 Registration Fees 7.05 ATM Service Fees 7.06 Passports and Visas

8.00 Expenses in an Employee's Headquarters City 9.00 Traveling With Spouse or Other “Non-Employee” Individuals 10.00 Reimbursement for Moving Expenses

10.01 Authority 10.02 Minimum Distance 10.03 Maximum Amount 10.04 International Moves

11.00 Applicant Interview Expenses 12.00 Temporary Lodging Allowance 13.00 Food and Lodging Allowances for Legislators 14.00 Miscellaneous

14.01 Weekend Expenses 14.02 Expenses for Volunteers 14.03 Expenses for Reasonable Accommodations 14.04 Payment for Unauthorized Travel Prohibited 14.05 Primary References to Department of Administration’s (DOA) Statutory Responsibility

Relative to Audit of Travel Claims 14.06 Penalty for Filing Fraudulent Travel Claim 14.07 Advancement of Travel Expenses

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INTRODUCTION In accordance with s. 20.916(8), Wis. Stats., the DPM Administrator, with the approval of the Joint Committee on Employment Relations (JCOER), establishes the uniform travel schedule amounts (UTSAs). These amounts include automobile, motorcycle, and personal airplane mileage reimbursement rates; porterage tips; moving expenses; temporary lodging allowances; and meal and lodging rates. The approved travel schedule amounts are incorporated into the compensation plan under s. 230.12(1), Wis. Stats., and apply to all employees whose compensation is established under ss. 20.923 or 230.12, Wis. Stats., (i.e., all classified employees, except those in the public safety bargaining unit, and unclassified civil service employees, including legislators, judges, and board members), unless excluded by statute. The provisions of this Section (Section F) become effective on the first day of the month following approval by the Joint Committee on Employment Relations (JCOER), but no sooner than the effective date of this Plan, and remain in effect until the first day of the month following modification by JCOER. The Department of Administration (DOA) has responsibility to ensure that travel claims are audited for compliance with the provisions of these travel schedule amounts. Under s. 16.53(12)(c), Wis. Stats., DOA may not approve for payment any travel vouchers which exceed the maximum travel schedule amounts established under s. 20.916(8), Wis. Stats., except in unusual circumstances when accompanied by a receipt and full explanation of the reasonableness of such expense and approved by the appointing authority or designee. Provisions in the labor agreement for public safety employees that apply to travel and lodging expenses supersede the analogous provisions under these travel schedule amounts. Employees in travel status are expected to exercise good judgment when incurring travel costs. An employee shall be reimbursed for reasonable and necessary travel expenses actually incurred in the performance of official duties in accordance with the travel schedule amounts and provisions herein. Reimbursements may not cover the entire cost of an employee’s expenses if they exceed the limitations established within the UTSAs by the DPM Administrator. Employees are encouraged to plan all travel with the principles of fiscal austerity and energy conservation in mind and to make maximum use of telephone, facsimile machines, postal service, e-mail, teleconferencing, webcasts and other technical applications as a way to minimize the need to travel. Employees and agencies should utilize official state provided purchasing cards when available or to have travel expenses coordinated and billed centrally to the agency (as opposed to personally paying for the expense and having it reimbursed) whenever practicable. These uniform travel schedule amounts apply to travel within the United States. Expenses incurred for approved travel outside this area will be subject to the schedule amounts where appropriate (e.g., air transportation to be the lowest appropriate airfare), but handled on a case-by-case basis when travel-related costs vary from country to country. For such out-of-country travel, the federal Outside the Continental United States (OCONUS) Per Diem rates shall be used. Reimbursement for out-of-country travel shall be based on actual, reasonable and necessary expenses incurred with the per diem rates used to determine the maximum allowable reimbursement for both meals and lodging. These rates do not include incidental expenses such as laundry and taxis. Agencies and employees are duly notified that untimely submission for reimbursement under this Section (Section F) may be taxable if submitted more than 60 days after the expense was incurred; agencies should develop policies to address and to ensure compliance with federal or state regulations on accountable and non-accountable plans.

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1.00 Definitions

1.01 Airline Receipt: An airline receipt is the original “Passenger Receipt” plus any applicable

original travel agency invoice/itinerary evidencing service fee amounts. If these are not available, a reasonable copy or computer print-out (such as an Internet/e-mail confirmation) along with proof of payment, such as a credit card statement or cancelled check, will be acceptable. Credit card charge statements and/or slips alone are not acceptable as documentation because these lack sufficient detail.

1.02 Employee: Any classified or unclassified officer, or employee of the state, including any legislator, judge, board member, permanent, project, or limited term employee, etc., who is entitled to actual, reasonable and necessary expenses. See ss. 16.53(12)(a)2., 20.916(9)(a)1m., and 20.916(10), Wis. Stats.

1.03 Headquarters: The physical location of the employee’s permanent work site. 1.04 Headquarters City: The area within the city, town or village limits where an employee's

permanent work site is located and the area within a radius of 15 miles (based on odometer mileage) from the employee's permanent work site. The appointing authority or designee shall determine the employee's permanent work site in the best interest of the state. See s. 20.916(9)(a)2., Wis. Stats.

1.05 Lowest Appropriate Airfare: (1) Lowest total fare which provides for:

(a) not more than a two-hour window from the traveler's preferred departure or arrival time;

(b) may require one plane transfer without regard to carrier, aircraft, and connecting airport;

(c) departs from the airport nearest to the employee’s headquarters location or, at the discretion of the employee, from an airport offering a fare which is more cost effective, including parking, mileage, and/or additional overnight stays;

(d) one carry-on and/or checked bag, if not already included in the cost of the fare; and (e) general (i.e., the most basic) seat assignment selection at the time the fare is

booked.

(2) Additional baggage may be authorized by the appointing authority after review of a written justification and a determination that it is necessary and reasonable. If authorized, the cost of additional baggage shall be factored into determining the lowest total fare.

(3) The class of fare purchased shall be a coach/economy, or equivalent, class fare. The

state shall not reimburse for premium fares (e.g., business, first class, or similar). In cases where multiple tiers of coach/economy exist, those fares may be reimbursable if they represent the lowest total, or cumulative, cost when including the provisions allowed under 1.05(1) and (2) of this Section (Section F).

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1.06 Non-Airline Receipt: A non-airline receipt is the original statement document from the supplier, preferably one that clearly evidences the form of payment, date of purchase, name of supplier, and type of purchase. In the case of lodging, detailed itemization of the expenses is required. If the original receipt is not available, a reasonable copy of the receipt or a computer print-out (such as an Internet/e-mail confirmation) along with proof of payment, such as credit card statement or cancelled check, will be accepted. In the case of lodging, the copy must provide a detailed itemization of expenses. Credit card charge statements and/or slips alone are not acceptable as documentation because these lack sufficient detail.

1.07 Ridesharing Services: Transportation services that match a driver of a private vehicle with

that of a customer seeking transportation usually through the use of a digital service provided by a third-party company. These services are similar to those provided by a traditional taxicab company.

1.08 Traveler: Any person who incurs travel expenses on official state business and is

entitled to authorized reimbursement for those expenses. 1.09 Travel Status: When an employee is required by his/her supervisor to leave the

headquarters station to accomplish official state business and is eligible for reimbursement of actual, reasonable and necessary travel expenses in accordance with the provisions of the DPM uniform travel schedule amounts, other applicable statutes, or pursuant to the public safety collective bargaining agreement, if applicable.

1.10 Volunteer: Any officially authorized person not in employee status, who provides service

to the state.

2.00 Authority for Travel

2.01 Authorization

Any official business travel by state employees must be approved in accordance with individual agency procedures as established by the appointing authority or designee.

2.02 Appropriateness

Pursuant to s. 16.53(12)(b), Wis. Stats., the appointing authority or designee shall determine that the proposed travel is appropriate and necessary to the mission, responsibilities or duties of the employee's unit.

Pursuant to s. 16.53(1)(c)7., Wis. Stats., before employees are permitted to attend out-of-state conferences, conventions, seminars, meetings or training courses, the appointing authority or designee should ensure that a clear state interest is being served.

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3.00 Mode of Transportation

Pursuant to s. 20.916(4)(c), Wis. Stats., the allowance for the use of a personal automobile or motorcycle shall not exceed the lowest cost of the most practical means of public transportation between points convenient to be reached by railroad, bus or commercial airplane without unreasonable loss of time. The appointing authority or designee shall give due consideration to the circumstances in each case when determining the most practical means of public transportation. The cost of meals and lodging paid by the state and the cost of the use of a state-owned automobile not chargeable to an employee may not exceed the cost which would have been incurred had the most practical form of public transportation been used, at the most appropriate time, if a practical form of public transportation is available. When a number of state employees are knowingly traveling to the same destination at the same time, it is their responsibility to arrange for pooled transportation where practicable. Individuals, who for personal reasons choose not to participate in pooled transportation, may be reimbursed for mileage expense when the appointing authority or designee determines that such reimbursement is appropriate. Expenses for transportation will be reimbursed as follows: 3.01 Air Travel

NOTE: Refer to the DOA’s State Procurement contracts on Travel Agency Services for additional detailed information.

(1) Reimbursement for commercial air travel shall be limited to the lowest appropriate

airfare (Reference the definition in 1.05 of this Section). The appointing authority or designee may determine a reimbursement amount other than the lowest appropriate airfare only when the traveler provides written explanation of the reasonableness of the expense. Requests for reasonable accommodations shall be made in accordance with 14.03 of this Section (Section F).

Where a traveler is seeking reimbursement for airfare through a travel voucher, there should be sufficient documentation of the departure and return dates, itinerary, nature of official business and a receipt attached to the travel voucher (Reference the definition in 1.01 in this Section).

Where airfare is being paid directly by a state agency, the invoice and other attachments to the payment voucher should reflect the following information:

(a) Name(s) of the traveler(s) and destinations;

(b) Departure and return dates; (c) Nature of official business;

(d) If possible, cross-reference to the number of the travel voucher containing the

other trip-related expenses.

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NOTE: Benefits from any airline promotion, such as free tickets for frequent fliers, merchandise, etc. that accrue as a result of official state business, belong to the State of Wisconsin and should be used whenever possible for subsequent official state business. Business use of frequent flier vouchers, vouchers for bumping, discount coupons or other instruments are not considered to have any monetary value, and therefore, employees shall not be reimbursed for using them.

(2) Flight insurance coverage for employees is not a reimbursable expense.

(3) Effective the effective date of this Plan, reimbursement for use of private aircraft will

be made at the rate provided in 3.05(3)(b) below, if under s. 20.916(5)(a), Wis. Stats., use of a private aircraft is authorized prior to travel by an appointing authority or designee who has confirmed that the individual has the required insurance coverage

(4) Miscellaneous Travel Supplier Fees: Fees incurred because travel arrangements were

changed (such as, but not limited to, those changed by airlines) are reimbursable only when accompanied by a valid, written business reason for the change and approved by the appointing authority or designee.

(5) Charges to modify seat selection or to select premium seat assignments above the

most basic level are not reimbursable, except as provided for under 3.01(1) of this Section (Section F).

3.02 Travel by Train

Pursuant to s. 20.916(9)(f)2., Wis. Stats., travel by train shall be limited to coach, if available, unless overnight where accommodations should be limited to roomette. Receipts are required for reimbursement.

3.03 Travel by Bus

Employees traveling within the headquarters city and between cities should travel by bus whenever feasible, as determined by the appointing authority or designee. Receipts are required for reimbursement of travel between cities.

3.04 Taxis, Ridesharing Services, and Airline Shuttles

Reasonable charges for taxis, airline shuttles, and ridesharing services, including tips at a maximum rate of 15% of the charge as provided in s. 20.916(9)(d), Wis. Stats., are reimbursable when other modes of travel are not available or practical. However, shuttle service (usually less expensive or free) should be utilized in place of a taxi whenever possible and the employee shall be reimbursed at a rate of no more than that of the shuttle service cost if such shuttle service was available. Employees shall obtain and provide receipts whenever the cost of a one-way fare exceeds $25.

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3.05 Vehicle Transportation

(1) Use of State Pool Vehicles

(a) Management shall encourage employees to use state pool vehicles whenever feasible and whenever a vehicle is required for conducting official state business unless a state-owned vehicle is already personally assigned.

(b) When using state pool vehicles, passengers shall be limited to state employees

or travelers engaged in official state business.

(c) Credit cards are provided with each vehicle and must be used if possible when any expenses are incurred. The only expenses in connection with state-owned vehicles which can be claimed on a travel voucher as reimbursable are:

1. Storage, parking and toll charges. 2. Expenses incurred where the credit cards are not accepted. Receipts

showing the fleet number of the vehicle are required.

3. Emergency expenditures related to operation of the vehicle. Receipts showing the fleet number of the vehicle are required.

(d) Personal use of a pool vehicle is not permitted. (e) Traffic citations, parking tickets, locksmith calls for retrieving keys, etc., are not

reimbursable.

(2) Use of Personally-Assigned State-Owned Vehicles

(a) Based upon an employee's job responsibilities, an employee may be assigned a state-owned vehicle.

(b) Pursuant to s. 20.916(7), Wis. Stats., an employee who has a personally-

assigned state-owned vehicle may use the vehicle for personal use in accordance with fleet guidelines, and must reimburse the state for such use at the rate provided in (3)(b) below, plus sales tax.

(c) Traffic citations, parking tickets, locksmith calls for retrieving keys, etc., are not

reimbursable.

(3) Use of Privately-Owned Vehicles

(a) Reimbursable business miles are determined as follows: 1. Actual miles driven by the most direct route between an employee's

headquarters and a work site removed from the assigned headquarters. 2. Actual miles driven by the most direct route between work sites that are

removed from the assigned headquarters 3. For trips that start or end at an employee's home, the lesser of:

a. actual miles driven between an employee's home and the work site removed from the assigned headquarters; or

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b. the mileage between an employee's assigned headquarters and the work site.

NOTE: To determine the reimbursable miles under 3.05(3)(a)3, of this Section (Section F), first calculate the number of miles between the employee’s home and the alternate work site. Then calculate the number miles between the employee’s headquarters and the alternate work site. The employee will be reimbursed for the lesser of these two mileage calculations.

4. When management determines that an employee's vehicle is not

required for travel to a work site removed from the assigned headquarters, the employee will be reimbursed mileage from the employee's home to an approved pickup point which is in excess of the mileage from the employee's home to the assigned headquarters.

5. Items 3.05(3)(a)1. through 3. should be used to determine reimbursable business mileage for each component of a trip when multiple stops are made during the day.

6. Mileage from the employee's home to the assigned headquarters is not reimbursable.

7. When an employee is “allowed” to telecommute, mileage from the employee’s home to what would have been the assigned headquarters if not telecommuting shall be considered commuting and not reimbursable.

NOTE: See OSER Bulletin CC-198 dated 6/19/89 for additional information on mileage reimbursement from home to work site or pickup point.

(b) An employee shall be reimbursed at the rate not to exceed two cents per mile

less than the rate paid to federal employees (which is not necessarily the IRS rate) if the accumulated personal car business mileage per round trip is: 1. Less than 100 miles. Employees may be required to secure a non-

availability slip, at the discretion of the appointing authority or designee.

2. 100 miles or more and the employee’s agency issues them a non-availability slip because the agency maintains a central pool in the headquarters city.

3. 100 miles or more and if both the employee's agency and the DOA

central fleet issue a non-availability slip because the agency’s central pool and central fleet are located in the headquarters city.

4. Any mileage if there is no access to a fleet vehicle in the headquarters

city.

5. Any mileage if these requirements are waived on an individual basis. The agency must demonstrate to DOA that a different set of mileage standards for issuing non-availability slips would result in a more cost effective use of state vehicles.

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When a change to the federal rate is realized, the DPM Administrator will determine the new reimbursement rate and an administratively feasible effective date of the change to the State reimbursement rate.

(c) The non-availability slip should include the date of the request as well as the

dates for which a pool vehicle is requested and must be signed by the agency dispatcher or DOA Central Fleet representative.

(d) Except as provided in (b) above, if an employee uses his or her own

automobile, the business mileage allowance shall be at a rate pursuant to s. 20.916(4)(e), Wis. Stats., except as otherwise stated in this Section (Section F).

NOTE: Employees should contact their agency fiscal officer to obtain the reimbursement rate when they do not have a non-availability slip and choose to use their personal vehicle.

(e) Charges for repairs, tow services, lubrication, etc., are not reimbursable items.

Traffic citations, parking tickets and other traffic violation expenses are the employee's responsibility.

(f) Persons with disabilities who use a privately-owned, specially equipped van on

state business shall be reimbursed at a rate of 17.5 cents per mile more than the rate provided under (b), above. When a state-owned van which is specially equipped for persons with disabilities is available, the reimbursement rate shall be 61 cents per mile unless a non-availability slip has been obtained.

NOTE: Requests for exemption from the "certificate of non-availability" requirement, for medical or other reasons should be forwarded to the DOA fleet management coordinator. Requests for exemptions must be resubmitted on an annual basis. Employees who are disabled may also receive a general waiver if state-owned vehicles do not adequately meet their specific needs and a driver is not available on a regular basis. Copies of all such exemption approvals shall be kept on file in the agency pre-audit area, to avoid delays in processing the travel claim.

(g) Employees shall be reimbursed for the use of privately-owned motorcycles on

state business, in accordance with s. 20.916(4m), Wis. Stats. The rates for reimbursement shall be 28.5 cents per mile, whether a fleet vehicle is available or not, subject to the following conditions:

1. Only one individual may be transported on a single motorcycle.

2. The appointing authority or designee may require travel by automobile if

the travel costs are anticipated to be less than the cost of travel by motorcycle, such as when two or more state employees are traveling to the same destination.

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3. Reimbursement for use of privately owned mopeds or bicycles on state business is not authorized by statute.

(h) Pursuant to s. 20.916(4)(c), Wis. Stats., for travel between points convenient to

be reached by railroad, bus or commercial airplane without reasonable loss of time, the allowance for the use of a personal automobile or motorcycle shall not exceed the lowest cost of the most practical means of public transportation between such points.

The employee's appointing authority or designee shall give due consideration

to the circumstances in each case when determining the amount of reimbursement for the most practical means of public transportation where a personal auto or motorcycle is utilized. Reimbursement for meals and lodging, as well as transportation, shall not exceed what would ordinarily have been incurred had the most practical means of public transportation been used.

(i) Parking charges and tolls incurred while on official business, as authorized, are

reimbursable if incurred as a result of the job. Parking charges incurred in the headquarters city are reimbursable if incurred as a result of the job and on approval of the appointing authority or designee, pursuant to s. 20.916(9)(e), Wis. Stats. Receipts are required for claims in excess of $25. Parking charges incurred at the employee’s headquarters are not reimbursable, except as noted in 8.00 of this Section (Section F).

(j) If cost effective, agencies may reimburse actual round-trip mileage for travel to

and from the airport on the departure and return dates. Reimbursement is limited to round trip mileage between the employee’s home or headquarters, whichever is shorter, and the airport. The total reimbursement must not exceed the cost of any other reasonable means of getting to the airport, including parking fees if it would have been required.

(k) "Vicinity" mileage on official business trips should be stated in the itinerary

column on the travel voucher but does not have to be separated from the total miles claimed for the trip.

(4) Vehicle Rentals/Insurance.

Rental vehicles should be used in situations where it is the most cost-efficient means of transportation or the efficient conduct of state business precludes the use of other means of transportation.

NOTE: There are restrictions with regards to renting 12 or 15 passenger vans. Renters of 12 or 15 passenger vans must be authorized by their respective appointing authority or designee prior to renting.

When renting a vehicle:

(a) State contract vendors shall be used unless the vendor is unable to provide a

vehicle as needed. All contract vendors include Collision Damage Waiver (CDW) and liability insurance in their rates. Vehicles may be rented from non-

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contract vendors if a contract vendor is not available or the rental cost, including CDW and liability insurance is less expensive, and services are equal to the contract vendors.

(b) The CDW and liability insurance for domestic rentals shall be purchased when

renting from non-contract vendors and when renting from a contract vendor for rentals where such coverage is not included in the contract. For international rentals, travelers must purchase CDW and liability insurance unless provided under the vendor contract for the country in which the travel occurs.

(c) Be prepared to provide identification of state employment.

(d) If one or two travelers are using the vehicle, an economy-sized vehicle shall be

rented. A larger size vehicle may be rented and fully reimbursed if there are three or more travelers involved in state business or extra space is needed for equipment. Claims for larger vehicles must be justified in writing.

(e) Claims for reimbursement must be supported by the original receipt.

(f) Personal effects insurance (PEC) or any additional charges for personal use are

not reimbursable.

NOTE: Refer to the DOA’s State Procurement Contract on Rental Cars or DOA Fleet Office for additional detailed information.

3.06 Special Mode Transportation

In conjunction with specialized field trips, geological surveys, and special instructional/research expeditions, where a combination of traditional and nontraditional modes of transportation may be necessary, an explanation of the circumstance and a listing of actual out-of-pocket expenses should accompany the request for reimbursement.

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4.00 Meal Expenses

4.01 Meal Claims

The claim for meals must represent actual, reasonable and necessary expenses for meals, subject to the maximums provided in 4.02, below. Meals included in the cost of lodging (e.g., a continental breakfast at a hotel) or registration fees (e.g., a lunch included in a conference) are not reimbursable if provided as part of lodging, conference, or registration fees. The appointing authority or designee may grant individual exceptions if the employee provides written justification.

4.02 Maximum Meal Amounts

(1) Maximum permitted amounts for individual meals in state, including tax and tip (or other fees, such as delivery fees), are listed and shall be:

As of July 1, 2013

Breakfast $8.00

Lunch $10.00

Dinner $20.00

(2) Maximum permitted amounts for individual meals due to out-of-state travel,

including tax and tip (or other fees, such as delivery fees), are listed and shall be:

As of July 1, 2013

Breakfast $10.00

Lunch $15.00

Dinner $25.00

(3) The maximum allowable tip is 15% of the meal claim.

(4) On any particular day that an employee is entitled to reimbursement for two or more

consecutive meals, the employee may exceed the maximum amount for one or more meals. The employee may claim the actual amount spent for each meal as long as the total amount claimed for the eligible meals is not greater than the combined maximum reimbursement rate for those meals. Each day is considered separately for application of this policy.

(5) Employees shall be reimbursed a flat rate of $4.00 for each bag meal.

4.03 Meal Receipts

Receipts for meals are not required except for the following:

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(1) Any claim in excess of the schedule in 4.02 of this Section (Section F), must be accompanied by a receipt and full explanation of the reasonableness of such expense. To be considered reasonable, a cost must generally be incurred outside the control of the individual. If the employee has a choice in the selection of the restaurant or the menu item, the employee is expected to stay within the maximums. When claiming reimbursement for meal expenses while attending a conference, employees shall be required to attach a copy of the conference brochure to the travel voucher.

(2) If there is a suspected abuse or a consistent pattern of maximum meal

reimbursement claims is noted on an employee's travel vouchers, the appointing authority or designee may require an employee to submit receipts to document the amounts claimed on future travel vouchers.

4.04 Timeframes for Meal Reimbursement

Reimbursement for meals for employees who are on a day-shift basis (7:45 a.m. - 4:30 p.m.) will be allowed on trips only on the following conditions: (1) Breakfast, provided the employee leaves home before 6:00 a.m.

(2) Lunch, provided the employee leaves his or her headquarters city before 10:30 a.m.

and returns after 2:30 p.m.

(3) Dinner, provided the employee leaves directly from work and returns home or to the headquarters city, whichever is earlier, after 7:00 p.m.

The time or time periods specified above, shall be modified to the extent necessary to provide equitable treatment to employees whose work schedule requires shift work on other than a day shift basis (7:45 a.m. - 4:30 p.m.). Meal reimbursement maximum limits shall be based on the type of meal appropriate to the time of day.

4.05 Alcoholic Beverages

The cost of alcoholic beverages is not reimbursable.

4.06 Bottled Water Reimbursement for International Travel Reimbursement will be made for purchased bottled water. Employees are limited to maximum reimbursement of $7.50 per day when in international travel status (outside the contiguous U.S.).

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5.00 Hotel and Motel Expenses

5.01 Lodging Claims

The choice of lodging shall be based on cost with consideration given to accessibility in conducting business:

(1) Employees of the same sex traveling together are encouraged, whenever feasible, to

share lodging accommodations. Employees should be held personally responsible for unnecessary room costs that result from his/her failure to notify the hotel/motel of a cancellation, unless reasonable justification is provided for failing to notify the hotel/motel.

(2) When an appointing authority or designee determines that it is in the best interest of

the state to order the employee to stay at a specified lodging accommodation, the employee shall be entitled to the full lodging reimbursement required for such a stay. If this lodging rate exceeds the maximum permitted amount specified in 5.02 of this Section (Section F), the employee must attach documentation to the voucher which clearly indicates the employer's requirement that the individual stay at the specified lodging accommodation. This documentation shall include the employer's written authorization and justification for requiring the employee to stay at the specified lodging accommodation.

(3) When an appointing authority or designee orders an employee to attend a business

function and does not specify the lodging accommodation, the employee's lodging reimbursement shall be limited to the amount specified in 5.02 of this Section (Section F), except as provided in 5.03 of this Section.

(4) An appointing authority or designee may permit the employee(s) to stay at a

documented conference site where lodging costs exceed the maximum permitted amount specified in 5.02 of this Section (Section F) on the basis that it enables the employee(s) to gain professional benefits due to interaction with other attendees. No additional statement of justification is required.

5.02 Maximum Lodging Rates

(1) The maximum permitted amount per day, excluding tax, for lodging for all in-state travel in counties other than Milwaukee, Racine, and Waukesha shall be $82.

(2) The maximum permitted amount for Milwaukee, Racine, and Waukesha counties

shall be $90.

(3) The in-state maximum reimbursement rate per night shall also apply to out-of-state travel, except for lodging in higher cost cities as determined by DPM. For lodging maximums in higher cost cities, refer to the most recent issue of the DPM Bulletin entitled “Maximum Reimbursement for Lodging in High-Cost Out-of-State Cities.”

(4) If an employee is required to stay in a city not listed in the “Maximum

Reimbursement for Lodging in High Cost Out-of-State Cities” bulletin, the

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greater of the rate for the nearest comparable city, or the maximum in-state lodging rate under (1) shall apply. DOA shall determine the nearest comparable city.

(5) The reimbursement to the employee (or the amount paid directly by the agency to

the hotel for the lodging) is limited to the single room rate. If employees share a room, the reimbursement may be divided equally but not in excess of the maximum amount permitted for each employee had each stayed in a single room. (The cost of a room shared by two or more employees may not exceed the combined maximum rate for an equal number of single rooms.)

5.03 Exceeding the Maximum Lodging Rate

Any amount in excess of the schedule in 5.02 of this Section (Section F) must be accompanied by a receipt and explanation of the reasonableness of such expense. Except as provided in 5.01(2) of this Section (Section F), maximums may be exceeded only when it is determined that unavoidable additional expenses would be incurred by trying to adhere to the specified maximums (e.g., high transportation costs incurred when staying at an economical hotel/motel at the edge of the city instead of staying downtown).

5.04 Checkout Times and Extended Stays

Employees shall observe posted hotel checkout hours in order to avoid a charge for the day of departure. An employee who is required to remain in one location for an extended period of time is expected to find lodging at reasonable weekly and/or monthly rates.

5.05 Lodging Receipt Requirement

All lodging expenses must be supported by an original itemized receipt. A photocopy of the receipt, the hotel or motel statement or credit card receipt is not considered an acceptable substitute unless exceptional circumstances can be documented and a written explanation is attached to the voucher.

5.06 Eligible Facilities

Expenses for lodging at facilities which are licensed as a hotel, motel, campground, or tourist rooming house under state law or administrative code are reimbursable, except that reimbursement for lodging at private residences is not authorized even if that private residence is licensed. Exceptions for reimbursement at non-licensed facilities, or private residences, are prohibited.

5.07 Government Discounts When registering in a lodging establishment or signing for any official purpose, state employees shall use their business address, identification and provide tax exemption documentation to the hotel to avoid payment of state, county and local taxes. Employees shall ask for government or negotiated rates.

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5.08 Negotiated Rates

If there are negotiated contracts available with hotels within the state, employees shall use these properties whenever possible.

6.00 Meeting Facilities

6.01 State-Sponsored Meetings, Training and Conferences

Whenever possible and cost effective, meetings, conferences and training sessions sponsored by state agencies primarily for the participation of government employees should be conducted in public facilities (defined as facilities owned, leased or operated by the State) and at locations which will: (1) Minimize fuel consumption for transportation;

(2) Provide the necessary services for the session at the most economical cost to the

state;

(3) Facilitate public attendance and/or press coverage as necessary; and (4) Accommodate persons with disabilities to the fullest extent possible.

6.02 Exceptions

Exceptions to the rule of using public facilities for these types of events must be authorized by the appointing authority or designee.

7.00 Other Allowable Travel Expenses

7.01 Laundry, Cleaning and Pressing Charges Under s. 20.916(9)(d), Wis. Stats., if the employee is away for more than three days, reasonable amounts will be allowed for laundry, cleaning and pressing service. Only one charge per calendar week is reimbursable for each type of actual and necessary service.

Reimbursement claims for laundry, cleaning and/or pressing must be supported by original paid receipts. Charges for laundry, etc., can be reimbursed only when the employee incurs the expenses while in travel status. Employees should normally be expected to pack sufficient clothing for a week without having to incur such charges. Routine cleaning of clothes is not considered a travel-related expense and therefore not reimbursable.

7.02 Telephone/Fax/Internet Connectivity

(1) Employees are encouraged to place telephone calls in advance from the headquarters location. If telephoning from the field is necessary for business

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purposes, an employee must attempt to use the State Telephone System (STS), which is now available at most agency and university locations around the state.

(2) Where STS is not available, business telephone charges (both local and long distance)

may be reimbursed. Business related facsimile charges are reimbursable. Reimbursement claims for business telephone calls, business facsimile charges and/or Internet connectivity in excess of $5.00 per call shall be supported by receipt.

(3) When an employee is on an international business trip, personal calls from a foreign

country are reimbursable up to $10.00 per day. No reimbursement will be provided for personal calls while on a domestic trip.

7.03 Hotel Gratuities and Porterage

(1) Necessary gratuities to hotel employees are reimbursable, up to $2.00 on the day of arrival, $2.00 on the day of departure and $2.00 per each night of stay.

(2) Porterage costs at airports or bus terminals shall be reimbursed. The claim should

not exceed $1.00 per piece of luggage. 7.04 Registration Fees

(1) An original paid receipt, a copy of the check, a copy of the credit card statement, or

the traveler’s customer copy of the credit card receipt must support claims for reimbursement of registration fees over $25.

(2) Expenses of individuals not on official state business (spouse, family members,

friend, etc.) that are included in the registration fees are not reimbursable.

7.05 ATM Service Fees

The service or transaction fee for the cost of ATM withdrawals obtained for business expenses may be reimbursed upon approval of the appointing authority or designee.

7.06 Passports and Visas

Charges for passports, visas and associated required photographs are reimbursable if incurred in connection with official state business. No expedited charges will be reimbursed unless written justification is provided. The cost of inoculations and other routine medical procedures required for entry into certain foreign countries that is not covered by insurance is also reimbursable. Receipts are required if the claim exceeds $25.00.

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8.00 Expenses in an Employee's Headquarters City

Under s. 20.916(9)(e), Wis. Stats., employees who are headquartered in a city in which the expense occurs shall be reimbursed for their actual, reasonable and necessary expenses incurred in the discharge of official duties only on the approval of the appointing authority or designee. This does not apply to travel between an employee's residence and the city in which the employee is headquartered, which shall not be reimbursable. Parking charges incurred in headquarters city resulting from daily trips from an individual's residence to the headquarters are not reimbursable unless the conditions enumerated in AG Opinion 61 OAG 210 (one of which is that the employee's use of a personal vehicle is a condition of employment) are met.

9.00 Traveling With Spouse or Other “Non-Employee” Individuals

Travel expenses for individuals not on official state business (spouse, family member, friend, etc.) are not reimbursable. With respect to the cost of lodging, the amount reimbursable to the employee will be equal to the rate for a single room, which shall be entered on the receipt by the hotel clerk. The only authorized exception to this prohibition applies to the Governor's spouse, and such situations are specifically outlined in the separate procedures governing the use of the Governor's contingency fund (established pursuant to s. 20.525(1)(b), Wis. Stats.).

10.00 Reimbursement for Moving Expenses

10.01 Authority

Section 20.917, Wis. Stats., provides for reimbursement of expenses for preparation and transportation of household effects and for the transportation of the employee and the employee's immediate family to the new place of residence. Household effects include, but are not limited to: furniture, clothing, household appliances, and other items necessary for the maintenance of a household. Items not included as necessary household effects include, but are not limited to: boats, pets, farm tractors and equipment, etc.

NOTE: Refer to Chapter 760 of the Wisconsin Human Resources Handbook entitled "Reimbursement for Moving Expenses" for detailed information regarding provisions and procedures for moving expense reimbursement.

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10.02 Minimum Distance

Reimbursement for an employee's moving expenses can be allowed if: (1) The distance between the new place of employment and the old residence is at

least 35 miles farther than the distance between the old place of employment and the old residence; and

(2) The distance between the new and old residence is at least 35 miles.

If the appointing authority determines that a move is a mandatory condition of employment under s. 20.917(1)(a), Wis. Stats., the minimum distance requirements are not applicable.

10.03 Maximum Amount

The maximum dollar amount which may be permitted for reimbursement of any employee's moving costs is subject to the limitations set forth in s. 20.917(2), Wis. Stats. In addition, a $1,000 stipend may be paid for costs incidental to moving (subject to the limitations set forth in s. 20.917(1)(e), Wis. Stats.), as well as the cost of automobile travel for one vehicle at the rate provided in 3.05(3)(b) of this Section (Section F). Incidental costs include, but are not limited to: disconnection and/or hook up of appliances, extra insurance coverage, etc.

10.04 International Moves

Employees making international moves to the contiguous 48 states may be reimbursed for all actual, necessary and reasonable expenses subject to the prior approval of the appointing authority or designee. Actual, reasonable and necessary expenses will be subject to the limitations contained in the Federal GSA Bulletin, which governs moving reimbursement for federal employees.

NOTE: See Section A of this Plan for provisions which allow for granting a Relocation Incentive Award to classified employees under certain circumstances.

11.00 Applicant Interview Expenses

Section 20.916(2), Wis. Stats., provides that reimbursement may be made to applicants for all or part of reasonable and necessary travel expenses actually incurred in connection with oral examination and employment interviews. All reimbursement actions under this provision shall be documented in writing and subject to review by the appointing authority or designee. Reimbursement for travel, meals and lodging shall conform to the provisions of 3.00, 4.00 and 5.00 of this Section (Section F).

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NOTE: Refer to Chapter 764 of the Wisconsin Human Resources Handbook entitled "Reimbursement of Applicant's Travel Expenses" for procedures and provisions relating to applicant interview expenses.

12.00 Temporary Lodging Allowance

As provided under s. 20.917(3)(a)1, Wis. Stats., the Temporary Lodging Allowance shall be consistent with the lodging allowance for hotels and motels established under 5.02 of this Section (Section F). The allowance is applicable only to persons who are eligible for moving expense reimbursement whether or not such reimbursement is granted. Such allowance payment is limited to 45 days.

NOTE: Refer to Chapter 774 of the Wisconsin Human Resources Handbook entitled "Reimbursement for Temporary Lodging" for procedures and provisions relating to temporary lodging.

13.00 Food and Lodging Allowances for Legislators

Food and Lodging allowances for legislators will be determined in accordance with s. 13.123(1), Wis. Stats.

14.00 Miscellaneous

14.01 Weekend Expenses

Weekend expenses are not reimbursable without: (1) Appointing authority or designee approval; and/or (2) Conference agenda or brochure.

NOTE: See 13.00 of this Section (Section F) for exceptions regarding legislators.

14.02 Expenses for Volunteers

Persons who volunteer their services to state agencies may be reimbursed for some or all of the actual and necessary travel expenses in accordance with s. 20.916(1m), Wis. Stats., and the maximums established under this Section (Section F). Volunteers must contact the risk management office of the agency they are serving prior to traveling on state business and seeking reimbursement from the state.

14.03 Expenses for Reasonable Accommodations

It is recognized that individuals traveling on official state business may require a reasonable accommodation, as required by the Federal Americans with Disabilities Act of 1990 and/or Section 504 of the Rehabilitation Act of 1973, as amended.

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Depending upon individual circumstances, the reasonable accommodation could take various forms such as payment of porterage costs under 7.03 of this Section (Section F) or allowing a personal attendant to accompany the individual while in travel status.

NOTE: If it is necessary for the individual conducting official state business to have an attendant in order to participate in an off-work site meeting or travel for other work-related purposes, the attendant's travel costs, including salary, would be reimbursable if they meet the actual, reasonable, and necessary conditions set forth under the applicable federal law. The non-salary costs, e.g., meals, lodging, transportation, etc., must conform to the guidelines and amounts for travelers set forth in this Section (Section F). In addition, the salary costs must be actually incurred and reasonable, based on the normal market rates for these services.

Determination of a reasonable accommodation and the costs associated with the accommodation depend heavily on individual circumstances. Specific questions concerning the application of this section should be directed to the agency's affirmative action officer or legal counsel.

14.04 Payment for Unauthorized Travel Prohibited

Pursuant to s. 20.916(6), Wis. Stats., payment of travel expenses not authorized by statute is prohibited. Any unauthorized payment made shall be recoverable as debt from the person to whom the payment was made.

14.05 Primary References to Department of Administration’s (DOA) Statutory Responsibility

Relative to Audit of Travel Claims

See ss. 16.53, 20.916 and 20.917, Wis. Stats. Note that s. 16.53 (12), Wis. Stats., specifically states that DOA may not approve payment for any travel vouchers that exceed the maximum travel schedule amounts recommended by DPM and approved by JCOER, except in unusual circumstances when accompanied by a receipt and full explanation of the reasonableness of such expense. This same reference also prohibits payment approval of any travel claim for mileage in excess of the auto rates established by DPM (with approval of JCOER).

14.06 Penalty for Filing Fraudulent Travel Claim

See ss. 16.53(1)(c), 939.50(3) and 946.12(4), Wis. Stats.

14.07 Advancement of Travel Expenses

The appointing authority or designee may advance money for travel expenses to employees. The travel advance shall not exceed 80% of the estimated expense (see s. 16.53(1)(cm), Wis. Stats.).